Specifications for Bid Submission

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Specifications for Bid Submission

• Jeremy D. Ruck, Senior Engineer
• D.L. Markley Associates, Inc.
• 2104 West Moss Ave.
• Peoria, IL 61604
• [phone]
• jdr_at_dlmarkley.com

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This Presentation Is Not For You If

• You have an unlimited budget
• You are unconcerned with liability.
• You like doing things multiple times.
• You are unconcerned with system performance.
• You are convinced that everybody else has your
  best interests in mind.
• Failure is an option.

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For the Rest of Us

• Living within a budget is mandatory.
• Mitigation of liability is crucial.
• Once is enough.
• System performance is vital.
• We are responsible for facility technical
  operations.
• Failure is not an option.

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When to Use Specifications

• Significant capital involved.
• Substantial technical changes are to be made to a
  facility.
• Outside vendors, crews, and / or personnel are
  involved in the work.
• Work involving operational continuity of a
  facility is involved.
• Project is sent out for bid.
• Hazardous materials are involved.
• Concerns exist.

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Significant Capital Involved

• A Substantial Portion of Your Equipment Budget is
  to be Spent.
• A Special Project.
• May Be Overkill for Specific Purchases Where
  Desired Item is Already Researched or Known.
• Useful for High-Ticket Items where Multiple
  Vendors are Comparable.
• Probably not Necessary for Replacement Parts.

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Substantial Technical Changes

• One-Stop Shopping System Integrator.
• Replacement of Tower(s).
• Replacement of Antenna(s).
• Replacement of RF System(s).
• Studio / Facility Construction and/or
  Re-Construction.
• Any other Technical Change which is out of the
  Ordinary.

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Outside Vendors / Personnel

• Tower Crews.
• Construction Crews.
• Architects.
• Consultants.
• Contractors / Trades.
• Other Technical Personnel.
• Typically your Consulting Engineer falls Outside
  of this Category.

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Operational Continuity

• Replacement of Tower(s).
• Replacement of Antenna(s).
• Replacement of RF System(s).
• New Tower Construction.
• New Antenna Construction.
• New Site Construction.
• Utility Work.
• Any other Situation Where the Ability to
  Broadcast is Affected or Hampered.

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Projects out for Bid

• May Involve Unfamiliar Suppliers.
• May Involve Unfamiliar Contractors.
• May Involve Well-Known Suppliers and/or
  Contractors.
• Usually is Related to an Important Project.
• Clearly Details Project Information, Goals, and
  Expectations.
• Levels Vendor Playing Field.
• Provides Compliance Mechanism.

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Hazardous Materials

• Shift Regulatory Compliance to Contractor.
• Mitigate Liability of Licensee/Owner.
• Mitigate YOUR Liability.
• Promote Safety for All Involved with Project.
• Reduce Potential Environmental Impact.

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Existence of Concerns

• When any Concern Exists which may Potentially
  Affect any Area of Personnel Safety.
• When any Concern Exists which may Potentially
  Affect the Environment.
• When any Concern Exists which may Potentially
  Affect the Continuity, Operation, and Liability
  of the Licensee, Station, or Personnel.

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Applicable Wisdom

• There are very honest people who do not think
  that they have had a bargain unless they have
  cheated a merchant. Anatole France.
• Arguments of convenience lack integrity and
  inevitably trip you up. Donald Rumsfeld.
• Specifications involve three parties. One of
  them is a cheat, and were not sure about the
  other. Don Markley.

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Elements of Good Specifications
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Elements of Good Specs

• Provide Instructions to Bidders
• List General Conditions.
• Contractual Financial Conditions.
• Scope of Work.
• Individual Sections for Each Major Aspect of the
  Project.
• Appropriate Drawings and Definitions.

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Instructions to Bidders

• Provide General Instructions.
• State Required Bidder Qualifications.
• Describe Examination Procedures.
• Notes Concerning Bid Forms.
• Dates for Bid Submission.
• Bid Modification Procedures.
• Bid Opening Information.
• Award of Contract.

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General Conditions

• Project Related Definitions. - Specific
  definitions for all important terms used in
  specifications.
• Preliminary Matters. - These are matters to be
  addressed before work begins. This includes
  further information about award process,
  contracts, insurance considerations,
  sub-contractor qualifications, and any other
  items relevant to the specific project requiring
  clarification.

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General Conditions

• Specific Tabulation of Bonds Required. Includes
  any bid, performance, and contract bonds.
• Specific Tabulation of Insurance Requirements.
  Details concerning the amount of coverage
  required, and lists co-insured requirements for
  project.
• Responsibilities of the Contractor, Engineer, and
  Owner.

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General Conditions

• Change Order Procedure.
• Warranties, Tests, and Remediation of Defects.
• Provisions for Default of Contract.
• Publicity Concerns.
• Equal Employment Opportunity Concerns.
• Workplace Hazards, Safety, and Training.
• Other General Items.

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Financial Considerations

• Contract Issuance. Procedures for awarding a
  contract and initial financial issues including
  bond submission and proof of insurance.
• Subsequent Payments. Describes schedule of
  payments including initial payments, recurring
  payments, and final payment.
• Release of Bonds and Security Payments.

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Scope of Work

• General Information Concerning the Scope of the
  Project.
• Re-iteration of Regulatory Compliance
  Requirement. Caution that any act by the
  contractor which causes loss of zoning, funding,
  or permits will forfeit bonds.
• Relevance of Bid Exceptions. Exceptions
  pertinent to financial considerations and scope
  of work are not permitted.

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Scope of Work

• Acceptability of Equipment. Typically only new
  equipment is acceptable.
• Schedule of Work. Detail start and finish times
  of the project.
• Liquidated Damages. Damages incurred by
  contractor for failure to complete on time. This
  may be crucial for new construction to meet
  permit requirements.

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Individual Sections

• Specify Pertinent Portion of Project.
• Specify Site Location. A physical address as
  well as geographic coordinates are sufficient.
• Site Preparation Requirements. Including
  clearing, grading, surveying, etc.
• Equipment Requirements. Here we need to be
  specific but still retain generality.

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Specificity/Generality Example

• Three self-supporting towers identical in nature
  of a height of 167.4 feet above base insulator.
  Towers to comply with EIA/TIA-222-F or its
  successor, whichever is more current at time of
  bid preparation.
• Three self-supporting towers identical in nature
  of a height of 167.4 feet. Face width at base to
  be 15 feet. Towers to comply with EIA/TIA-222-F
  or most current successor. A450 bolts to be used
  between sections. Base piers to be 3 feet
  square. Depth of base piers not to exceed 8 feet.

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Individual Sections

• Specific Installation Requirements. Layout
  specific concerns. AM arrays will have to be
  constructed differently than a non-AM tower for
  example. This portion should also require the
  contractor to provide all necessary items even if
  not specifically stated in specifications.

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Individual Sections

• Structural Requirements. Once again be specific
  yet general. Allow the contractor latitude such
  that you do not accept liability. Require
  compliance with applicable certifications and
  request documentation of said compliance.
• Specify General Obstruction Marking Scheme. Red
  lights and paint, strobes, etc.

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Individual Sections

• Soil Boring Data. Contractor should take own
  borings. Do not provide to them. Require new
  borings. Previous data should not be used.
• Tower and Foundation Design. Designs must be
  approved by registered structural engineer in
  your state. Require stamped certifications prior
  to the delivery of materials to the site.
  Designs must meet applicable standards and codes.

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Individual Sections

• Grounding of Structures. Contractors must
  ground structures in accordance with application,
  applicable codes, and good engineering practice.
• AM Ground System. Specify how ground system is
  to be constructed. Provide a plat drawing
  illustrating layout. Specify finish work for
  ground system as well.

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Individual Sections

• Work. Under this section contractor is required
  to coordinate with local trade unions to avoid
  labor issues. This section also requires
  contractor to return site to equal or better than
  original condition.
• Concrete. Specifies form condition. Mechanic
  on site to maintain forms as necessary.
  Partially set concrete is to be rejected.
  Discuss proper temperature.

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Individual Sections

• Testing. This provision allows for independent
  testing at the discretion of the owner. Owner is
  economically responsible for such testing, but
  such testing if deemed necessary may help
  alleviate specification compliance issues down
  the road. Contractor is responsible at their
  expense for any remedial work necessary.

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Individual Sections

• For antennas and transmission line specify
  expected performance.
• For transmitters power output, etc. should be
  specified.
• For other construction such as buildings, specify
  dimensions desired, and other applicable
  information.
• Provide as much detail as possible.

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The Concept

• Minimize the Liability of Owner/You.
• Reduce Potential for Errors.
• Specifically Identify Project Goals.
• Specifically Identify Obligations.
• Level the Playing Field for Potential
  Contractors.
• Specify Critical Aspects of the Project Without
  Overstepping Your Expertise.
• The Result is a Quality Project.

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Specifications for Bid Submission
Thank You. Any Questions?

• Jeremy D. Ruck, Senior Engineer
• D.L. Markley Associates, Inc.
• 2104 West Moss Ave.
• Peoria, IL 61604
• [phone]
• jdr_at_dlmarkley.com